Create and manage seminars small and large seminars, resolve conflicting seminars, prepare seminar rooms, and generate reports on conducted seminars.

About seminars

Use Adobe Connect Seminars to create a special type of meeting. Seminars bring attendees to a meeting room on a specific day between set start and end times. The seminar exists only for that time. (By contrast, the meeting room in which the seminar occurs exists before, during, and after the seminar).

Unlike a meeting, which normally has a small number of participants and can recur, a seminar can have up to 1500 participants, is often a one-time or infrequent event, and involves little audience participation. At least one seminar presenter or host must be in the room in order for others to enter, even if the seminar is public. The default seminar room looks different from the default meeting room. Also, seminars can be created only in a Seminars Rooms, whereas meetings can be created either in a shared folder or a user folder.

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Note:

Adobe Connect administrators can change pod, sharing, and
other settings to adhere to standards for governance. These settings
affect the layout of seminar rooms and what you can do in seminar
rooms. For more information, see Working with
compliance and control settings.

Large and small seminars

A seminar that allows more than 600 participants is considered a Large Seminar. A seminar accommodating fewer than 600 participants is considered a Small Seminar. Only one large seminar can be scheduled during a given time period. Whereas, you can schedule multiple events using a single regular seminar.

The license you purchase is either for small seminars, run as regular meetings, or for large seminar, run as large meetings. A seminar session is created as large or small according to your license and is not based on the number of attendees.

Seminar Room and Seminar Session

In Adobe
Connect, a seminar license is available in the tab Seminars >
Shared Seminars. Each license that you purchase, appears as a folder
in the Shared Seminars tab. To schedule a seminar, you create an
instance of a Shared Seminar basing it on a seminar room. Such different
instances of Shared Seminars are called Seminar Sessions. Each session
is a stand-alone webinar that participants attend.

If you
avail Named Webinar license, a Users Seminars tab and My Seminars
tab is available that allows you to manage your webinars.

Various
webinars that you conduct, are individual instances of the available Shared
Seminars. These instances are called Seminar Sessions and are available in
the tab Seminars > Seminar Sessions.

Pre-seminar tasks

If your organization purchased Seminars, it obtained a specific number of seminar licenses. The number of seminar attendees cannot exceed the number of concurrent users allowed for your license. Your Seminars administrator has information about how many licenses your organization purchased and how many concurrent seminars you can conduct at a time. If you think you need more licenses, let the administrator know early. The Seminar Calendar lists the schedule for all the seminar licenses that you possess. You can view your time slot to determine if a seminar license is available for the slot.

For accounts with seminar license for large meetings, make one of the following selections for the Expected Number of Participants:

Regular if attendees are <=600

Large if attendees are >600

Access the Seminar library

Seminar files and folders are stored in
the Seminar library. Users who have the correct permissions can
manage and organize these files and folders. You reach the Seminar
library through the Seminars tab.

Note:

The seminars you are
scheduled to attend, appear on the Home tab of your Adobe Connect
Central application under “My Meetings,” not the Seminars tab.

Establish permissions

Attendance
permissions define attendee roles in a seminar, such as participant, presenter,
and host. You assign these permissions when you create a seminar. The
Seminar Administrators can also modify them during the seminar and
after the seminar is over by editing the participant list.

Seminar
library permissions determine who can manage the library
folders. Of the six built‑in groups, only Administrators have Manage
permissions for the Shared Seminar folder. Authors, Training Managers,
Meeting Hosts, Seminar Administrators, Webinar Managers, and Event
Managers are assigned Denied permissions by default. The administrator
can override those default permissions and allow others access to
the Shared Seminar folder. (There are no Publish or View permission
types as there are for the Content library.) To manage folders other than
the Shared Seminar folder, you must have Manage permissions for
that folder in the Seminar library.

Register and approve attendees

Depending
on the type and purpose of a given seminar, the Seminar Administrator
may want to have the guests register. If so, the host must have
Adobe Connect Events as part of the Adobe Connect Central application;
registration for any meeting, training, presentation, or seminar
can only be done through the Event Management tab. If the host has
this tab, they must first create the seminar from the Seminars tab
using the Seminar wizard. Then, they create an event and select
the seminar they have created as the event.

Create a seminar

After
obtaining correct permissions, create seminars using the Seminar
wizard.

Start the Seminar wizard

Create
or browse to a Shared Seminar in the Seminar library where you place
your seminar (you must have permission to access the folder). When
you determine a location, click the New Seminar Session button to
open the wizard.

Enter seminar information

On the first page of the Seminar wizard, enter background details about the seminar, such as a name and summary, and select a template to use. (Only the seminar name and language are required; all other fields are optional.) You can edit this information after the seminar is created. You schedule various sessions using a single seminar room and reuse a seminar URL.

Schedule seminar sessions

A Shared Seminar is a placeholder for all your future sessions. After creating a New Seminar Room, schedule the various instances of your seminar as Seminar Sessions. Your seminar URL remains the same as the base seminar room does not change. However, the schedule and the duration of a seminar can change with each session. Your seminar license determines the maximum number of participants.

Note:

Outside a scheduled seminar session, all participants are made to exit the session. Only ten participants are allowed in a seminar room, in the order: Session creator, Hosts in alphabetical order, and Presenters in alphabetical order.

Select seminar participants

If
your seminar is limited to invited guests only, the next step is
to select the seminar participants. For a seminar limited to registered
guests and accepted users, you can select users and groups to be
participants or presenters in your seminar. These users are able
to log in to the seminar directly. Uninvited users who have the
URL to the seminar meeting room can attempt to log in as guests. In
this case, as a host, you can grant admission to guests on an individual
basis.

Send invitations

The final step is to send participants email invitations containing the date, time, duration, and location of the seminar. Send invitations as you create the seminar, or create and send the invitations later.

Schedule a Seminar

You schedule a seminar session using a seminar
room as a base. The seminar URL, coming from seminar room, remains
the same, while duration and schedule changes with each seminar
session.

In Adobe Connect, click Seminars > Shared Seminars.

In the Shared Seminars List, click a seminar that you want to use to create a seminar room.

Click Seminars > Seminar Sessions and do one of the
following:

Click New Seminar Session, to create a session. Provide the various details of your seminar session, like name, start time, duration, summary. Use an appropriate Seminar Room from the pop-up menu.

Select an existing seminar session and click Duplicate Seminar Session. Specify the required details. To search for an existing seminar session, you can narrow down the results displayed using the date filter.

Note: Here, seminars rooms from Shared Seminar licenses are displayed with a Shared, prefix. If you have a Named Webinar Manager license, then the seminar rooms associated with this license are also displayed.

Note:

You can schedule multiple seminar sessions in advance.

Click Create to create a specific session using your
seminar room.

Your specific seminar sessions are created in advance before each session starts. The base URLs of the respective seminar rooms are used as the URLs of the sessions. The recording and the reports for each session are available when you open a completed session in Seminar Sessions tab.

You can create an ad-hoc seminar session from inside a seminar room, by clicking New Instant Session, in the notifier pop-up in the upper-right corner.

Resolve seminar scheduling conflicts

When creating a seminar, if its schedule overlaps with an existing seminar, Adobe Connect does not allow you to create the seminar. To avoid the conflict, it suggests checking the seminar calendar and resolving the conflict. To check the seminar calendar:

Go to Seminars > Seminar Calendar. All your seminar licenses have a unique entry in the left sidebar.

Choose a specific date. The view refreshes to show you seminar instances on the selected date in the calendar view.

Click a specific session. An Event Details pop-up dialog displays the details of the session.

Alternatively, to see the list of all seminar sessions scheduled over a longer period, follow these steps:

Go to Seminars > Seminar Sessions.

Adjust the From and To dates. All the Seminar Sessions scheduled across all your Shared Seminars using all your licenses are listed.

Check the Start Time and Duration of all the instances to locate the conflict.

Extending seminars beyond the scheduled
time

A Seminar Session that continues beyond the scheduled time
is automatically extended twice, for 30 minutes each time. A Seminar
Session is extended only if there is no overlap with another pre-scheduled
session. If a pre-scheduled session conflicts with the extension
of the currently running seminar, the current seminar ends in 10
minutes. The Hosts receive an in-meeting notification that the current
session cannot be extended and it ends in 10 minutes.

If a seminar runs beyond the scheduled duration, the seminar
is automatically extended twice for 30 minutes each time. Thereafter,
the Host is presented with an in-meeting notification to manually
extend the seminar for 30 minutes at a time. The ongoing seminar
session is extended if there are no conflicts with a pre-scheduled
seminar session. The Seminar Administrator is notified at each extension.

Standby mode and scheduling ad-hoc
Seminar Session

When you open a Seminar Room outside a scheduled Seminar Session, the room opens in a standby mode. The standby mode allows Hosts to prepare the room for the seminars, to do room testing, and to become more familiar with the Adobe Connect seminar environment. Only ten participants are allowed in a seminar room, in the order: Session creator, Hosts in alphabetical order, Presenters in alphabetical order.

The Seminar Administrator receives a pop-up notification displaying the number of users rejected entry in the currently open seminar session due to the quota limit. After the seminar room owner creates an instant session, the participants can join by reopening the seminar session.

Notifier indicates the rejected attendee count.

Follow
these steps to create an ad-hoc Seminar Session.

Open a Seminar Room outside any scheduled sessions.
It opens in a standby mode.

Click in
the upper-right corner of the Seminar Room, to open the notifier.

Click New Instant Session.

Note:

An ad-hoc Seminar Session is created, only when it
does not overlap with another scheduled session.

Note:

Only the owner of a seminar room can create instant sessions. For example, if a seminar room from the Named Webinar license is used, only the Webinar Manager who is owner of the room has the right to start instant session.

Send seminar invitations

You can send email invitations when creating
a seminar session. After a seminar begins, you can contact invitees
by sending an email from the Seminar Session Information tab or
from within the meeting room. For more information about latter,
see “Contact invitees from a meeting” in Invite
attendees and grant or deny access. For former, follow these
steps:

On the Seminar Session Information page, select
Invitation.

Modify the Subject and Message Body fields. These fields
are pre-populated with the information to join.

Click Send Email to launch the local email client and
send the email.

Note:

The system can generate an individual attendance
report for registered users. Accepted guests are represented in
the total number of attendees, but no individual attendance report
is available for accepted guests.

View seminar information

To
view or modify an existing seminar, you must have both of the following permission
types:

File management permissions

You must have Manage permissions for the seminar folder or
file, because when you change a seminar that you created, you are
effectively changing the file or folder in the Seminar library.

Attendance permissions

You must be the host for the seminar, because you are also
changing the parameters of the seminar itself.

View a seminar profile

Click the Seminars tab at the top of
the Adobe Connect Central home page.

Navigate to the folder that contains the seminar and
select the seminar name.

View a seminar participants list

If
you have Manage permissions for a seminar, you can view a list of
all invited participants for each seminar room.

Note:

If this
seminar is presented as an event, view the information in the Event Management
tab. For information, see Adobe
Connect Events.

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Locate the seminar under a specific license and click
its name.

Click the Edit Participants link.

View a list of content uploaded
from a seminar

If you have Manage permissions for a seminar
folder, you can view a list of all content that has been uploaded
to the server from a seminar room within that folder.

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Locate the seminar under a specific license and click
its name.

Click the Uploaded Content link. A list of uploaded content
appears.

To view information about an item, click its name.

To change the title or summary of the piece of uploaded
content, click Edit, make your changes on the Edit page, and click
Save.

To return to the uploaded content list, click Return
To Uploaded Content.

View a seminar recordings list

You
can view a list of the recorded seminars.

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Locate the seminar under a specific license and click
its name.

Click the Recordings link.

To view information about an item, click its name.

To change the title or summary of a specific recording,
click Edit, make your changes on the Edit page, and click save.

View recordings of specific seminar
sessions

You create specific Seminar Sessions using a seminar
room as a base. The recordings for all seminar rooms are available
as described above. The recordings of specific Seminar Sessions
are also accessible separately.

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Locate the seminar under a specific license and click
its name. You can filter sessions based on a date range.

Click the Recordings link and access the session recording.

View seminar folder license information

You
can view information about how many seminar licenses your organization purchased.
This can be helpful when planning the number of people to invite
to a seminar.

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Locate the Seminar Room in the list and click its name.

Click License Info.

Note:

If you create a seminar under a seminar license folder that has a start date in the future, no one can enter the Seminar room before the seminar starts.

Edit seminars

If you are an administrator or have Manage permissions for a seminar folder, you can add participants, remove them, and change participant permission roles (host, presenter or participant). Administrators are able to access the seminar rooms and access the related content or recordings and reports, as well as, move or delete any content or delete a seminar room itself.

Note:

Deleting a seminar room also deletes the associated Event.

However, administrators cannot schedule sessions or create seminar rooms in user folders. This behavior is similar to how Account Administrators are able to access user meeting folders and access meeting and content but cannot create meetings.

Move seminars

You can move seminars across seminar licenses. While you can move multiple seminar rooms in one go, you cannot move:

Folders

A seminar room that has an ongoing seminar session

A seminar room that has a scheduled large seminar session starting in less than 45 minutes (large seminar session buffer)

A seminar room that has a scheduled seminar session starting in less than 45 min (large seminar session buffer) into a large seminar license.

If there is a conflict in the existing session of the room and the license it is being moved, Adobe Connect provides a warning with a list of the conflicting sessions. Moving such a seminar deletes the conflicting sessions of the source seminar license.

Edit seminar information

Click the Seminars tab at the top of
the Adobe Connect Central home page.

Navigate to the folder that contains the seminar and
select the seminar name.

Add or remove seminar participants

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Navigate to the folder that contains the seminar and
select the seminar name.

Click the Edit Participants link.

To add participants, do one of the following in the Available
Users And Groups list. To remove participants, do one of the following
in the Current Participants list:

To select multiple users or groups, Control-click
or Shift-click.

To expand a group to select individual members,
double-click the group name.

To search for a name in the list, click Search at
the bottom of the window, enter the name to display it in the list,
and then select it.

Click Add or Remove as required. (If you expanded a group
to select individual members, you can double-click Up One Level
in the list to restore the original list.)

(Optional) If you added participants, set permissions.
From the Set User Role menu at the bottom of the Current Participants
list, assign a permission type (participant, host, or presenter)
for each user or group you added.

Change a seminar participant’s
role

Seminar participants
can be assigned the following roles: presenter, participant, or
host.

Click the Seminars tab at the top of the Adobe
Connect Central home page.

Navigate to the folder that contains the seminar and
select the seminar name.

Click Edit Participants.

In the Current Participants list, do one of the following:

To select multiple users or groups, Control-click
or Shift-click.

To search for a name in the list, click the Search
button at the bottom of the window, enter the name to display it
in the list, and then select it.

For each name, select the new user role (presenter, participant,
host, or Denied) from the pop‑up Set User Role menu at the bottom
of the Current Participants list.

Click a link in the navigation bar to perform another
task or click Seminar Information to view details about the seminar.

View data about seminars

The
Seminar Dashboard provides a graphical representation of statistical
data about your seminars. Click the Seminar Dashboard link under
the tab bar, at the top of the Seminar’s window.

The data, which reflects all the seminars you have created, appears
in three-bar graphs; click any of the bar graphs to view the Summary
Report for this seminar.

Most Active Seminars Over Last 30 Days

Determined by the number of sessions.

Most Participants Seminars Over Last 30 Days

Determined by the number of participants.

Most Viewed Recordings Over Last 30 Days

Determined by the number of views (the number of times each
archived seminar has been viewed).

You can click any individual
seminar in any of the three-bar graphs to view more detailed information
about the seminar.

Seminar reports

Use the Reports feature of Adobe Connect Central to create reports that summarize seminar information from different perspectives. Reports are created from the Reports link on the Seminar Information page.

Reports for Seminar Rooms can be accessed by accessing a room and clicking Reports. The room reports contain Aggregate User Data about sessions and invitees. Reports for Seminar Rooms are available as an overall Summary and reports By Attendees, By Sessions, and By Questions.

You create specific seminar sessions using seminar rooms as base. The reports for specific sessions are also available separately. Access a session in Seminar Sessions tab of Seminars and click Reports. It shows reports about the attendees and poll-related questions.

Join a seminar from Adobe Connect
Central

If
you are scheduled to attend a seminar, the seminar name appears
in the My Meetings list on the Home tab in the Adobe Connect Central
window. In addition, if you have Outlook and have accepted the invitation
to the seminar, the seminar appears on your Outlook Calendar. (Seminars
you create are listed under the Seminars tab.)

You can determine
if the seminar you are joining is already in progress by checking
the date and time shown for the seminar. If the date is in the past,
the seminar appears on your meeting list under expired meetings,
but you can still enter the room to view content.